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Vendor Management
From RFQ to GRN—work with suppliers in one connected portal. Vendors log in to submit quotations, review purchase orders, create shipment advice and Material Issue Notes, and track receipts and payments—while your team confirms GRNs without endless emails.
Why teams choose this module
Vendor self-service
Suppliers submit quotes and shipment details directly
Configured without
code
Tailor forms, fields, and approvals quickly
Real-time status
Clear view of PO lines, delivery dates, and shortfalls
Faster cycle times
Fewer emails, cleaner data, on-time receipts
Single source of truth
RFQ → Quote → PO → ASN/MIN → GRN → Invoice → Payment
End-to-end flow (RFQ → GRN → Pay)
Complete vendor lifecycle in one system
Create RFQ
Select items/suppliers; send from system
Vendor Quotation
Portal upload with price, taxes, validity
Compare & Award
Quotation comparison; approval if needed
Purchase Order
Issue PO to chosen vendor
Shipment Advice (ASN)
Or Material Issue Note (MIN) by vendor
Gate Entry & GRN
ERP owner verifies, receives, tags issues
Vendor Invoice
3-way match with PO & GRN
Payment & Advice
Status visible to vendor
Core capabilities
- Secure vendor login with company profile, contacts, banking/tax details
- Manage catalogs (optional), certifications, MSDS/quality docs, and validity dates
- See open RFQs, awarded POs, deliveries due, invoices, and payment status
- One-click conversion: approved quote → Account + Sales Order
- Checks at booking: ATP/CTP, credit limits, delivery windows
- Reservations & backorders: partial fulfill, prioritize by promise date
- Customer docs: order acknowledgment, proforma invoice, confirmations
- PO header & line details (qty, price, taxes, delivery dates, ship-to)
- Vendor views PO PDF, accepts/acknowledges or requests change
- Partial delivery support; revision history and audit trail
- Vendor creates ASN with packages, lot/batch (if applicable), and expected arrival
- For subcontracting/consignment, vendor can raise Material Issue Note (MIN) with item/qty against PO
- Auto-generate packing list and labels from the portal
- Update transporter, LR/AWB, and upload proof-of-dispatch
- Gate entry + GRN against ASN/MIN or directly against PO
- Record short/excess/damage; mark lots/serials; hold/reject reasons
- Post GRN for finance matching; notify vendor automatically
- Vendor uploads invoice against GRN (optional) or you key-in centrally
- 3-way match (PO–GRN–Invoice); debit notes for differences
- Vendor can track payment status, remittance/UTR, and deductions
- Auto emails for RFQs, PO release, GRN posted, invoice exceptions, payment advice
- Task assignments for clarifications; notes and file attachments on each document
- Calendar view for deliveries due and expiring certifications
- RFQ pipeline, quote response rates, awarded vs. pending
- PO status, delivery performance (OTD), shortfall/damage analysis
- GRN summary, invoice exceptions, debit notes
- Vendor scorecards (quality, delivery, responsiveness)
Integrations & APIs
- Import vendor master, banking/tax details, and product catalogs
- API to sync approved vendor lists from corporate systems
- Auto-attach RFQ/PO PDFs to notifications; store all revisions
- Webhooks for external DMS if required
Automation examples (no-code)
Close RFQ after validity end; notify non-responders 24h prior
If quote variance > X% from target, send for manager approval
48h before promised date, email vendor for ASN/MIN
Notify vendor & buyer 30 days before certificate expiry
Role-based views
Vendor
RFQs to respond, awarded POs, ASN/MIN create, shipment & invoice status, payments
Buyer/Procurement
RFQs, comparisons, PO release, change requests, vendor performance
Stores/Warehouse
Gate entry, GRN, quality hold/reject, putaway notes
Finance
3-way match, debit notes, payments, ledger view
KPIs to track
RFQ response rate and average response time
Quote-to-award cycle time
On-time delivery (OTD) and short/excess/damage %
Invoice match rate and days to pay
Vendor score (quality + delivery + responsiveness)
Can vendors update prices after submission?
Do vendors see other vendors' quote?
How is GRN created?
Can a portal handle subcontracting?
See it with your data — Book a guided demo
We’ll map the flow to your products, territories, and price rules.
Email: sales@eresourceerp.com · Website: www.eresourceerp.com